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Expense App Guide: Manual Purchases & Mileage Reporting

This guide explains how end users can set up and use the Expense system for managing manual out-of-pocket purchases and mileage allowance reports, including submission and authorization workflows.

 

 

Initial Setup Steps

  1. Log into the Expense Domain

    • Your company has a dedicated domain.

    • Use your company-provided username and password to access it.

  2. Download the App

    • Available on both the Apple App Store and Google Play Store.

    • Search for Expense. 

  3. Activate Your Account

    • After first logging into the domain, change your password.

    • Go to “My Settings” > “Add Device” to generate a registration code.

    • Enter the code in the mobile app to activate your account.

📧 Email Receipt Forwarding

  • Verify your email address in the app to enable email forwarding.

  • When you receive a receipt via email:

    • Forward it to receipt@expense.se.

    • The receipt will appear in your receipt bank, ready to be attached to an expense report.

🧾 Submitting Manual Purchase Receipts

  1. Tap the plus (+) icon → Create Purchase.

  2. Choose "Out of Pocket" if the expense was not made via your corporate card.

  3. Take a picture of the receipt.

  4. The app will scan and extract:

    • Date

    • Amount

    • Purchase location

    • City

  5. Add a comment describing the expense (e.g., "Taxi from airport to client").

  6. Tap Save.

  7. Categorize the expense (edit if necessary).

  8. Submit immediately or leave it in your inbox for batch submission later.

🚙 Mileage Allowance Reporting

  1. Tap the plus (+) icon → Create Mileage Allowance.

  2. Enter:

    • Comment (e.g., “Project Y meeting with Customer X”)

    • Date

    • Vehicle Type (choose from company-specific options)

  3. Tap PIN to enter:

    • Start and destination addresses

    • Mark if it’s a round trip

  4. Distance will be calculated automatically.

  5. You can reuse previous reports via “Click to Fill Suggestions”.

  6. When done, tap Submit.

👥 Approving as an Authorizer

If you are an approver within your company:

  • You will receive a push notification and an email when a report is submitted.

  • Go to To Do > To Review.

  • Review:

    • Receipts

    • Comments

    • Booking details

    • Mileage warnings (e.g., duplicate submissions)

  • Tap:

    • Authorize to approve

    • Deny to reject and provide comments

📂 Accessing Previous Reports

  • As an end user: Go to My Accountings to view past submissions.

  • As an authorizer: View past approvals for reference.

🖥 Web Portal Option

Prefer desktop usage? Access the Expense domain via your company portal to:

  • Review and submit receipts

  • Authorize reports

  • View full accounting history

🆘 Need Help?

You're now ready to manage manual and mileage expenses. If you encounter any issues, reach out to your Expense admin or support team for guidance.